A Link and a Code Is the Whole Sign-In
The patient taps the link in their email, gets a code by text or email, and starts. No password, nothing to remember, and the code is asked for again every time they come back.
Case study · Healthcare intake
Your Staff Spend the Visit Typing What the Patient Just Said.
SmartMedHx is an AI-assisted medical history platform Kodexo Labs built for its client: the patient answers by chat or voice call before the appointment, and the practice gets a structured, provider-reviewable report. No charting by hand, no patient account to create.
493
AI-run patient interviews
42
Healthcare providers
HIPAA
Compliant
01 · Overview
The History Is Already Written by the Time the Patient Walks In.
A staff member schedules an interview in minutes. The patient gets a link, verifies with a one-time code, and answers a guided medical history at their own pace, either typing or talking to a virtual doctor on a call. Nobody transcribes anything.
Every completed session becomes a structured report routed to one named provider, who reviews it, adds notes, and marks it reviewed. Solo practitioners and multi-provider organizations run the same workflow. What changes is who can see what.
02 · The Problem
Someone Has to Type Up Every Patient's History by Hand.
A staff member sits with the patient and writes down the answers, section by section. It is slow, it comes out differently depending on who took it, and anything missed turns into another phone call. Six things had to be true before software could take that job over.
01
Patients Will Not Sign Up for Yet Another Account
Ask a 68-year-old to register, pick a password, and confirm an email, and the intake never happens. It had to work from a single link, while still proving who is on the other end.
02
An Interrupted Interview Cannot Lose the Answers
People answer on a phone, in a waiting room, and get interrupted. Taking a break, switching to a laptop, or losing signal has to pick up exactly where they stopped.
03
Only the Right Doctor May See the Report
A medical history is not a shared document. Each report belongs to the one doctor it was scheduled for, and no practice can ever see another practice's records.
04
Some Patients Prefer Typing, Others Prefer Talking
Offer only one way to answer and you lose the other half of patients. Both ways had to end in the same structured history, and the phone call had to show its words on screen as they were spoken.
05
A Single Doctor and a Whole Network Need One Product
A solo doctor just wants to send a link. A large group needs practice managers, staff, doctors, and roles they define themselves, without a second version of the software.
06
The Questions Change, and Changing Them Is Risky
What the interview asks is clinical content, so edits cannot be casual. Every change needed a saved version, a per-practice setting, and a one-click way back to the previous wording.
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03 · The Solution
Send One Link. The Patient Types or Talks. You Get the Finished History.
Five parts make that work: getting the patient in without an account, a chat they can walk away from, a call that writes itself down, a dashboard where nothing goes unnoticed between sent and reviewed, and controls that keep roles, credits, and clinical questions in the right hands.
A Chat They Can Walk Away From
Questions come one at a time, in the patient’s own language, with a bar showing how much is left. They can stop halfway, close the tab, and carry on later from any device.
Or They Just Talk, and It Writes Itself Down
Patients who would never type a paragraph will happily answer out loud. Their words appear on screen as they speak, and they can pause the call and pick it up again, or reconnect with a fresh code if the line drops.
Nothing Gets Lost Between Sent and Reviewed
Staff see every interview they sent and where it stands: waiting, in progress, finished, or missed. The doctor it belongs to reads the report, adds notes, and marks it reviewed.
The Practice Stays in Control
The practice decides who can see what, watches how many interviews it has left, and can change the questions patients are asked, with a saved copy of every earlier version.
Everything Else the Practice Runs On
The rest of the specified feature set, on the same workflow.
Roles You Define Yourself
Practice manager, staff, and doctor come ready to use, and a practice can add its own roles with access set area by area.
The Invitation Email, in Your Words
Standard wording for each interview type, editable before it goes out, saved for next time, and resendable if it fails.
Interview Credits You Can See
How many interviews each person has, has used, and has left, plus the same totals for the whole organization.
Two-Step Login for Staff
Password or Microsoft sign-in, then a one-time code, on every login, for every doctor and admin.
Interview Types and Languages
Different interview types, each scheduled in the patient’s own language and counted by language for reporting.
Questions Under Version Control
Every version of the interview questions is saved, set per practice, and can be put back the way it was.
Feedback From the Patient
Every session ends by asking the patient how it went, so the practice sees satisfaction it never had on paper.
Billing That Matches How Care Runs
Monthly interview allowances with time-limited rollover, extra capacity when needed, and contracted volumes for larger networks.
A Dashboard That Opens on the Numbers
Interviews sent, reports completed, reports reviewed, and patients still to start, plus interview activity over a date range you choose.
A Console for the Platform Team
Kodexo Labs built a separate admin console to set up new practices, manage billing and link allowances, and govern the interview questions.
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The product
Two Ways In, One History
The patient's side of the product, in its three states.
Voice call, transcribed
Voice call, paused
Text interview
Voice call, transcribed
Voice call, paused
Text interview
Client review · Clutch-verified
“They’re committed to accomplishing tasks with a focus on customer service and excellence.”
Kodexo Labs has met all expectations; the team delivers on time and manages the project seamlessly. They respond promptly to needs and communicate effectively through virtual meetings, Google Chat, and WhatsApp. Overall, they’re highly passionate about the project and excel in customer service.
5.0
out of 5 on Clutch
Other industries · Hilton Head Island, South Carolina · 1 to 10 employees
Verified review
04 · How It Works
One Link In, One Reviewed Report Out.
Five steps, left to right. Nobody types the history into a chart at any point.
1
Practice
Sends the link
Patient details, interview type, and the doctor it belongs to.
2
Patient
Proves it is them
A one-time code by text or email. No account, no password.
3
Patient
Gives their history
Either way works, and both end in the same history.
Types in a chat
Pause and resume
Talks on a call
Written as spoken
4
Platform
Writes the report
Answers become one structured medical history.
5
Doctor
Reads and reviews it
Adds notes, marks it reviewed, downloads it as a document.
Email did not arrive?
The practice sees it and resends.
Stopped halfway?
The same link picks up where they left off.
Not your patient?
The report does not open for you.
05 · Outcomes
Staff Got Their Afternoons Back.
The number that matters is 18 minutes: the charting time that disappears from every single interview. Everything else follows from it.
Per interview
18 min
reclaimed from manual charting, every time
To date
148 hrs
of staff time recovered across 493 interviews
Per provider
2.5x
the caseload, at the same staffing level
Follow-ups
−30%
fewer clarification calls and repeat interviews
Patients finishing
+12 pts
completion rate versus a manual intake form
In production
42 / 493
providers live, AI-powered interviews completed
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FAQ
What Healthcare Teams Ask Before Building Something Like This.
The questions that come up in almost every first call about patient-facing AI.
They do when there is nothing to sign up for. A link, a one-time code, a visible progress bar, and the freedom to stop and come back is what moved completion up 12 points here.
Sitting on an Intake Process That Eats Your Clinical Hours?
Twenty minutes with a senior engineer who has shipped HIPAA-compliant patient-facing AI. Bring the workflow, leave with a straight answer on scope and compliance.
51
Products Shipped
Across 25+ industries
94%
Client Retention
Across every engagement
Top
Rated on Clutch
Elite AI Firm designation
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